Executive Assistant

Woolpert; Pittsburgh (Allegheny County); Hybrid; USD 75,000 - 94,000; Full time

Benefits offered by this job

Freedom to Work program

Principal program

Flexible paid time off

Career development

Insurance package

Retirement plan

Technology stipend

Employee assistance program

Job summary

Woolpert seeks an experienced Executive Assistant to support two members of the Executive Leadership team. The role includes managing complex calendars, arranging domestic and international travel, preparing presentations, and coordinating projects.

Applicants must have 5+ years of EA experience and advanced Microsoft Office skills. This fast-paced, confidential environment offers growth and broad exposure across the leadership team with hybrid work options.

Qualifications

• 5+ years executive assistant support experience with executive leaders.
• Expert Microsoft Office skills: Outlook, Teams, PowerPoint, Word, Excel; AI tools a plus.
• Strong attention to detail; ability to juggle multiple critical requests and prioritize.
• Flexible team player; adaptable to changes and challenges.
• Ability to build internal networks and communicate with senior leadership, peers, and external clients.
• Occasional travel is required.

Responsibilities

• Anticipate and assess executives' needs to ensure priorities are met and operations run smoothly.
• Manage executive calendars and schedule meetings.
• Prepare presentations and meeting materials.
• Coordinate travel arrangements, including international travel.
• Act as a liaison between executives and stakeholders.
• Attend meetings and compile minutes and action items.
• Organize team communications and plan events.
• Maintain high confidentiality in handling information.
• Handle special projects and other duties as requested by executives.
• Process/manage expense reports and timesheet submissions and approvals.

Skills

Executive support

Calendar management

Travel coordination

Stakeholder communication

Confidentiality

Tools

Microsoft Outlook

Microsoft Teams

PowerPoint

Word

Excel

AI tools

Job description

We seek to move the world forward through innovative thinking.

Woolpert is an award-winning, global leader in architecture, engineering, and geospatial services. We blend design excellence with cutting-edge technology to deliver exceptional client value. Our team is passionate about their work and committed to building the next generation of industry leaders, and as a certified Great Place to Work® Woolpert embraces progress and innovation to create limitless opportunities for career growth.

Position Overview

Woolpert is hiring an Executive Assistant to join our dynamic company and support 2 members of our Executive Leadership team. This position is responsible fora wide range of activities, including managing complex calendars, coordinating domestic and international travel, managing communications, preparing presentations, and coordinating projects.

We are unable to provide visa sponsorship for this position. Applicants must already possess work authorization in the country the job is located.

What You Will Do:

• Anticipate and assess the needs of executives to ensure priorities are met, organizational goals are achieved, and business operations run smoothly.
• Manage executive calendars and schedule meetings.
• Prepare presentations and meeting materials.
• Coordinate travel arrangements, including international travel arrangements.
• Act as a liaison between executives and internal/external stakeholders.
• Attend meetings as requested and compile meeting minutes and action items.
• Organize team communications and plan events.
• Act with a level of high confidentiality.
• Handle special projects or other duties as requested by executives.
• Process/manage expense reports and timesheet submissions and approvals.

What You Will Bring:

• Must have 5+ years executive assistant support experience with executive leaders.
• Must possess expert Microsoft Office skills, including Outlook, Teams, PowerPoint, Word, and Excel. Skills using Microsoft CoPilot and other AI tools is a plus.
• Must demonstrate a strong attention to detail and ability to juggle multiple critical requests and prioritize.
• Flexible team player, willing to adapt to changes and unafraid of challenges.
• Ability to build a strong internal network and communicate effectively with a variety of groups, such as senior leadership, peers, and external clients.
• Accustomed to working in a fast-paced environment.
• Strong written and verbal communication skills.
• Occasional travel is required.

Benefits You Will Love

Certified as a Great Place to Work, Woolpert is one of the fastest-growing architecture, engineering, and geospatial companies in the world. With over 75 offices and countless projects around the globe, you’ll work on meaningful assignments that improve quality of life around the world. In addition to offering competitive pay, we provide employees with a robust set of unique benefits, including:

• Freedom to Work program: Set your own schedule and location (as appropriate).
• Principal program: Earn the opportunity to become an owner of the firm.
• Flexible paid time off/vacation: Take time off when it makes sense for you and your team.
• Career development: Explore a wide range of learning and growth opportunities within and across industries.
• Health, life, vision, and dental insurance: Cover all your medical bases.
• Paid sick time, retirement plan, fitness reimbursement, pet insurance, identity protection, technology stipend, employee assistance program, and more!

#LI-Hybrid

Why Woolpert?

Woolpert is looking for supportive, goal-oriented, and career-minded individuals who are, or are looking to become, industry leaders in their fields. We blend design excellence with innovative technology and geospatial applications to deliver exceptional value to our clients. When you join us, you’ll join a team of experts who are passionate about their work and dedicated to building the next generation of industry leaders. Woolpert embraces progress and innovation, creating limitless opportunities for your career growth.

Base pay offered may vary depending on job-related knowledge, skills, and experience.

Pay Range

$75,400—$94,300 USD

Find out more about what Woolpert has to offer here: http://woolpert.com/about-us/

Woolpert is an equal-opportunity employer. Woolpert is committed to the full inclusion of all individuals. We recruit, train, compensate, and promote regardless of race, religion, color, national origin, sex, disability, age, veteran status, and other protected status as required by applicable law. You may view more about EEO on our website: Equal-Employment-Opportunity-The-Law.pdf and EEO is the Law Poster Supplement.

Applicants who require an accommodation throughout the application and interview process should request this in advance by contacting [e-mail].

If you need to reschedule or cancel your interview, please reach out to your recruiter by contacting [e-mail].

To all agencies: Please, no phone calls or emails to any employee of Woolpert or any of our subsidiaries about this requisition. All resumes submitted by search firms/employment agencies to any employee at Woolpert via email, the internet, or in any form and/or method will be deemed the sole property of Woolpert, unless such search firms/employment agencies were engaged by Woolpert’s Talent Acquisition Team for this requisition and a valid agreement is in place. In the event a candidate who was submitted outside of Woolpert’s applicant process is hired, no fee or payment of any kind will be paid.